Senior Program Assistant, Department of National Defence

Summary of Duties:

Provides comprehensive operational, administrative, and clerical support to the Department of National Defence at the Mission and within the associated Area of Responsibility; facilitates the effective and efficient operation of the Canadian Defence Attaché Office, which is responsible to build, maintain, sustain and nurture enduring defence relationships within the area of responsibility; exercises a considerable level of initiative and discretion; handles and processes material and information; and analyses and reports on critical elements of engagement by members within the Canadian Defence Attaché Office. This may include tasks such as assisting with the visit of Canadian Armed Forces operational units such as ships and aircraft, or senior Defence officials, as well as taking a lead role in planning or organizing events such as meetings, symposiums, etc. 

 

Area of Selection:

This position is open to internal and external applicants who are legal residents or citizens of Japan and employees in the Government of Canada Missions based in Japan who meet all the essential qualifications and whose applications are received by the closing date. Shortlisted candidates should be able to participate in tests and/or interviews at the Embassy of Canada to Japan, in Tokyo. Successful candidates requiring relocation to Tokyo shall do so at their own expense. 

Please note that the Embassy of Canada to Japan does not sponsor work authorizations directly or indirectly.

The Government of Canada is an equal opportunities employer and welcomes applications from diverse sections of the community. Candidates will be considered based on merit. Our organization offers an inclusive workplace where respect, teamwork, and collaboration are part of our culture. Canada’s missions abroad are committed to promoting and supporting an environment free from harassment and discrimination, as well as encouraging and supporting employees to learn and develop their skills and competencies.

 

ESSENTIAL QUALIFICATIONS

Candidates will initially be screened against the Essential Qualifications relating to education, language* and experience.

Candidates must clearly demonstrate when applying to the position how they meet each of these essential qualifications.

*Language will be assessed further during the process. 

 

Education:

Candidates will be required to provide proof of the completion of their education.

Bachelor’s or equivalent degree from a recognised university in any discipline, OR an acceptable combination of education, training and work experience. 

 

Language:

• Advanced Proficiency in English (reading, written and spoken)
• Advanced Proficiency in Japanese (reading, written and spoken), including honorific Japanese (keigo)

 

Experience:

• At least 2 years of recent* experience in the following areas:
  • Experience with electronic filing systems or information databases  
  • Experience preparing well-written and accurate correspondence as well as managing information and databases (MS Office, Outlook, Excel etc.)
• Minimum experience of six months dealing with Japanese organizations (such as government ministries/agencies, universities, think tanks, NGO’s, etc.) in a professional context

 

RATED REQUIREMENTS

The Rated Requirements are part of the essential qualifications and are relating to knowledge, abilities and competencies. Methods of assessment for rated requirements may include, but are not limited to, a written examination, an oral interview (online pre-recorded/live or in-person), role-play, practical tests, presentations and/or psychometric assessment.

 

Knowledge:

• Knowledge of the Canadian Department of National Defence organization and mandate, and the Canadian Defense Relations Program
• Knowledge of Japanese Ministry of Defense and Japanese Self Defense Force organizations and Japanese Defense Policy

 

Competencies:

• Initiative and Action Orientation
• Focus on Quality and Details
• Working with Others
• Judgement and Discretion
• Resilience and Adaptability

 

Abilities: 

• Ability to communicate effectively in English and Japanese, both orally and in writing
• Ability to research, analyse, and evaluate information effectively
• Ability to manage multiple competing demands, and work effectively to meet deadlines, including while under time constraints

 

Asset Qualifications:

Preference may be given to candidates who meet the Asset Qualifications. Where applicable, candidates must clearly demonstrate how they meet any asset qualifications.

• Working experience in diplomatic missions, government agencies or international organizations.
• Demonstrated experience dealing with clients involved in difficult / challenging situations.
• Experience organizing and planning logistics for visits or events
• Ability to speak, read and write in French
• Experience working or studying in Canada
• Post-secondary degree from a university department related to the position (Political Science/International Affairs/Public Policy)
• Engagements with conventional media and social media

 

Operational Requirements:

• Occasional travel and overtime may be required. Travel, while infrequent, may also be required in exceptional circumstances but is not expected to be a regular requirement for the position
• Candidates must be able and committed to work additional hours as required, and on short notice, which may include evenings and weekends.
• Willingness and ability to communicate in English and Japanese using developed interpersonal skills.
• Working hours are 37.5 hours per week, Monday to Friday, 09:00 to 17:30 with a one-hour lunch break 12:30-13:30. Saturdays and Sundays are rest days.

 

Conditions of Employment:

Conditions of employment must be met or complied with before being appointed to a particular position, and are to be maintained throughout the employment while being the incumbent of this position.

- Valid work authorization: Ability to obtain and hold a valid work authorization covering the entire employment period.

- Security screening: Obtain and maintain a Reliability Status (security level) which includes a criminal and credit background check from the Government of Canada covering the entire employment period.

- Other conditions of employment:

• Upon appointment, the employee has to agree to be part of a mandatory training/development program and to successfully pass the related examinations.

 

Additional Comments:

• Commuting assistance is available (up to a monthly limit of JPY 18,300).
• Depending on the approval of management and job type, remote work may be available for up to one day per week.
• The Canadian Embassy is enrolled in Japan's labor insurance (workers' compensation insurance and employment insurance).

 

How to Apply

• You must submit your application using the "Apply online" function. Only applications submitted via VidCruiter will be considered, unless a valid reason is presented and accepted prior to the closing date.
• Do not include personal data such as; age, date of birth, gender, marital status, family status, religion or a picture in your application form, CV nor cover letter (as required). Please only include information relevant to the vacancy as requested in the job poster.
• You must clearly demonstrate in answering the screening questions how you meet the education and experience factors listed in the essential and asset qualifications. You must provide specific examples to demonstrate clearly how you meet the qualifications. Global Affairs Canada cannot make any assumptions about your studies nor experience. Simply saying you have the required qualifications or listing your current duties will not be sufficient. Instead, you must provide concrete and detailed examples that clearly explain where, when, and how you gained the experience. No additional information will be sought beyond what you submit in your online application.
• Candidates may be required to upload a CV and/or a cover letter in English or French. These documents may be used as a secondary source to validate the answers to the screening questions.
• Applications which do not include all of the requested documents or information and/or which are not received by the closing date will be rejected.
• Candidates who are unable to submit their application due to technical difficulties must report these to LES-E-Recruitment-MANIL@international.gc.ca prior to the closing date. Failure to do so will result in the application being rejected.

Important Notes

• Only applications submitted in one of the official languages of Canada will be accepted (English or French).
• The language requirement for this position is identified under the essential qualifications (language). In consequence, the assessment process for this vacancy will be conducted in English.
• Communication for this process will be sent via email. It is the responsibility of the candidates to ensure accurate contact information is provided and updated as required.

• Candidates must provide an email address that accepts email from unknown users and regularly check their email, including spam folder.
• Reference checks may be sought for candidates who succeeded all of the assessments.
• Please note that the Embassy of Canada to Japan does not reimburse any travel costs to and from interviews/exams nor does it reimburse any relocation costs.
• Before an offer of employment can be made, successful candidates must provide a local residence address as proof of residence in the specified area of selection. This information is necessary to issue a letter of offer.
• As recently announced by the Government of Canada, the Policy for Mandatory Vaccination: Canada and the Mission Network is suspended as of June 20, 2022. The Government of Canada will continue to assess the need for additional public health measures, including the possible reintroduction of a vaccination mandate at a later date.
• We are committed to providing an inclusive and barrier-free work environment, starting with the hiring process. If you need to be accommodated during any phase of the evaluation process, please contact us at LES-E-Recruitment-MANIL@international.gc.ca to request specialized accommodation. All information received in relation to accommodation will be kept confidential.
• The results of this selection process may also be used to establish one or more pools of fully or partially qualified candidates for similar term, indeterminate, part-time or full-time openings at the Embassy of Canada to Japan which might arise following the completion of this selection process.
• For Canadian citizens/residents and Canadian dual nationals, please note that it is your responsibility to enquire with the Canadian Revenue Agency about any possible taxation implications linked to an employment with the Government of Canada.